Event Registration & Database Specialist
About The Position
The Event Registration & Database Specialist is the primary technical resource responsible for the day-to-day execution of registration operations across Space Foundation's event portfolio. This role builds, configures, tests, and maintains event registration systems while ensuring data integrity, reporting accuracy, and exceptional attendee experiences. Working under the direction of the Manager of Events, Registration & Customer Experience, this position executes registration strategies, supports onsite operations, maintains registration databases, and delivers exceptional customer service throughout the event lifecycle. The ideal candidate is highly organized, technically proficient, detail-oriented, and enjoys solving complex operational challenges in a fast-paced event environment.
Requirements
- Bachelor's degree or equivalent experience.
- 3–5 years of event registration, database administration, or event operations experience.
- Experience configuring enterprise event registration systems (Swoogo preferred).
- Experience supporting conferences of 2,000+ attendees preferred.
- Experience working with payment gateways and financial reconciliation processes preferred.
- Advanced proficiency with Swoogo or comparable enterprise registration platforms
- Working knowledge of HubSpot CRM or similar CRM systems
- Advanced Microsoft Excel (PivotTables, XLOOKUP/VLOOKUP, formulas, data validation)
- Microsoft Office 365
- Badge printing and onsite registration technology
- Payment processing systems
- Database imports/exports and data reconciliation
- Reporting and dashboard tools
Nice To Haves
- Experience configuring enterprise event registration systems (Swoogo preferred).
- Experience supporting conferences of 2,000+ attendees preferred.
- Experience working with payment gateways and financial reconciliation processes preferred.
Responsibilities
- Serve as the day-to-day administrator for Space Foundation's event registration platform.
- Test new platform functionality and recommend enhancements.
- Maintain templates, workflows, and reusable registration assets.
- Ensure platform configuration adheres to organizational standards.
- Execute data imports, exports, and list management.
- Build registration reports and dashboards requested by management.
- Support data integrity through consistent auditing, duplicate management, and accurate attendee records.
- Maintain, and distribute registration, attendance, financial, and operational reports to support event planning, customer service, and leadership decision-making.
- Coordinate with Finance to ensure accurate processing, payment reconciliation, and reporting.
- Assist with CRM integrations and maintain consistency across connected systems (HubSpot, Swoogo, etc.).
- Maintain strict confidentiality and security of attendee data while ensuring compliance with organizational privacy, payment processing, and data governance standards.
- Perform comprehensive quality assurance testing before registration launches.
- Support CRM synchronization and data validation.
- Assist with pre-event registration tasks, including data audits, badge proofs, and attendee lists.
- Participate in on-site registration and check-in operations, ensuring a smooth and efficient attendee experience at Space Symposium.
- Support VIP and invitation-only event registration processes as directed.
- Help train volunteers and temporary staff in registration procedures and technology use.
- Assist with post-event reporting and reconciliation.
- Execute registration standards, SOPs, and workflows established by the Manager.
- Recommend process improvements based on day-to-day operational experience.
- Assist in testing new technologies, workflows, and registration enhancements.
- Maintain current documentation for registration procedures.
- Provide outstanding customer service by responding promptly and professionally to attendee inquiries via phone, email, or chat.
- Resolve registration and payment issues with accuracy, empathy, and attention to detail.
- Support communication and confirmation processes to ensure attendees receive clear, timely information.
Benefits
- Medical, dental, and vision insurance
- Employer-paid basic life and AD&D coverage
- Short- and long-term disability insurance
- 401(k) plan with employer contribution
- Paid holidays and generous paid time off
- Access to employee assistance program (EAP)
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
Associate degree
